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Attached Document:
95-26 Calendars-Tape No & Digits-Fed Data2.pdf
Documents : OAH Procedures Transmittals for 1995
95-26: New Procedures for Calendar Dispositions, Tape Numbers/Digits, and Federal Data Sheet (07/13/95) [supersedes 95-24]
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As a result of Fair Hearing Information System (FHIS) enhancements that were effective June 12, 1995, various procedural requirements have been modified. The new procedures set forth below will go into effect Monday, July 17, 1995 and should serve to streamline the collection and transmission of information necessary to maintaining accurate on-line data with respect to calendar dispositions, tape numbers and digits, and federal data sheet reporting. This information supersedes that contained in Transmittal Number 94-24 corrected to 95-24.
Upstate and NYC Administrative Law Judge Responsibilities
Effective July 17, 1995, tape numbers/side and digits no longer need to be entered by Administrative Law Judge (ALJ) staff on Report Number FH-018, Fair Hearing Calendar, for data entry by Albany Office of Administrative Hearings (OAH) staff. Additionally, tape numbers/side and digits are no longer required on the DSS-1962, Fair Hearing Questionnaire ("Green Sheet"), but will ONLY be required on the white file folder label for all HEARD cases, APPELLANT WITHDRAWALS on the record, and hearing officer ADJOURNED cases on the record (HADDs and HADGs). Since the information will be input from the file folder label at the time of folder receipt in Albany, it is important that numbers be written as legibly as possible--numbers that are not clear are unable to be input, thereafter, creating difficulties in retrieving taped records. Please note, the inclusion of the need to record tape information for cases ADJOURNED ON THE RECORD is a new procedure designed to alleviate retrieval difficulties experienced by staff in the Transcript Unit in the preparation of Article 78 transcripts.
It is essential that particular attention be paid to recording BEGINNING as well as ENDING digits and that the tape side is clearly noted. (Future enhancements to the file folder label should improve the layout of space available for recording this data). ALJ adherence to the legible recording of this information on the file folder label in the appropriate space AND the Administrative Support, Scheduling, and Homebound Telephone Hearing Units' diligence in data entering tape information at the time of folder receipt is key to the success of electronic record maintenance.
When recording dispositions on calendars, any change of ALJ must be noted on each page of the calendar by the ALJ holding the calendar. For EA hearings held at 80 Centre Street, Emergency Assistance (EA) ALJs should now note dispositions along with the appropriate ALJ number for each hearing on the calendar at the front desk, rather than maintaining separate calendars. This will serve to streamline the reconciliation of the EA calendar.
With the exception of the Case Record At Hearing and the Agency Rep data, it is no longer necessary to complete the upper area of the FH-019, Fair Hearings Data Sheet. Continue to indicate Yes or No for the Case Record at Hearing and Agency Rep and continue to indicate Category, Action, Issue, Aid Status, Decision Outcome, and Outcome Reason Code as requested on the lower area of the Data Sheet. This should represent a significant time savings for all ALJs.
NYC Calendar Management Unit/Albany Scheduling Unit Responsibilites-Calendar
The calendar will continue to be reconciled the day after the hearing date. At 80 Centre Street OAH, Zena Zaman (back-up Janie Scott) will reconcile all dispositions using the ALJ Calendar, the Quad Clerk Calendar, and the Master Calendar maintained by Melida Thomas in the Adjournment unit. Zena will continue to call on a daily basis appropriate off-site staff at MA and OES who will continue to add any changes to their calendars. There will no longer be a call made to Albany each day to obtain withdrawals received by mail; instead Karen Giminiani will update the calendars to account for withdrawals when she receives the NYC calendars which will be faxed the day following the hearing date.
At MA OAH at 330 West 34th Street, Nancy Alicea or Madeline Sierra will ensure that the correctly updated calendar is faxed to Albany via the fax machine in Peter Zaret's office. At OES OAH at 109 East 16th Street, Ericka Zembrano or Lisa Vasquez will refer the calendar to designated OES staff to be faxed to Albany from Alex Tobkes' office. The OHC calendars will be brought by the ALJ from 16th Street to 34th Street to be reconciled with the MA calendars. If the OHC ALJ anticipates being out the next day, s/he may give the calendar to the OAH clerks at OES on the tenth floor. A copy of these calendars should continue to be sent via courier to 80 Centre Street in addition to the copy to be maintained at each site.
The MA, OES, and 80 Centre Street calendars should be faxed by 11:30 each day to the Albany OAH: Attention: Nancy Irving. The fax number is (518) 473-6735. Any difficulties in faxing the calendar should be reported to Ms. Irving immediately.
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Created: 11/1/2010
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